Events Services - T&Cs

Guidance on available event and room booking services within the Bayes Centre

The Bayes Centre hosts and accommodates many routine and high-profile events and meetings for internal and external audiences. Our main event space is G.03 which is our ground level seminar room which seats 50 people theatre style and has full AV facilities. Our Atrium capacity allows for 50 during opening hours (9am-5pm) and 80 after 5pm for evening events.

Below you will find further information on our event booking processes, terms and conditions and costs associated with holding an event at Bayes.

Event booking processes

To make sure that we can properly schedule and support your event, we ask that you submit an online event request form, providing initial detail about the event, the purpose, audience etc.  The Bayes Events Team can support the scheduling, preparation, and promotion of a range of events where appropriate.

Priority will be given to all internal events with a direct link to the Bayes Centre, and Data Driven Innovation programme.  Event applications will be prioritised and approved based on relevance to the Bayes community and thematic alignment with the work of the Centre. 

The Bayes Centre hosts and accommodates a high volume of routine and high-profile events. Event organisers are therefore asked to take responsibility for the coordination of catering, room set up, security, AV and other event related requirements, with which the Bayes Events team will be happy to assist with a list of suppliers.

Events Policy

Internal – events organised by University of Edinburgh staff and/or students.  The out of hours cost includes out of hours servitor cover / additional cleaning and must be settled via internal transfer post event.

Commercial – events organised by Bayes Centre commercial Partners or Members.  The evening room hire cost includes out of hours servitor cover and must be settled via online payment or internal transfer post event.

External – outside of core operational hours (from 9am-5pm), and subject to availability, the Bayes Centre Seminar Room (G.03) and Atrium is also available for external events. Please note, we do not offer weekend hire. External events are events that are not organised by a member of the University, or an existing Bayes Centre Member/Partner, but have a connection to Bayes, the wider Data Driven Innovation initiative, or are of strategic importance to the University.  The evening room hire cost includes out of hours servitor cover and must be settled via online payment post event.

Room hire costs

*Please note, we do not offer weekend hire.

** Half day hire is maximum 4 hours.

*** Events in G.03 and the atrium should finish no later than 21:30.

Applicable to all events

Responsibility

All events must have a designated ‘responsible person’.

• for internal events, this will be a University of Edinburgh member of staff or a student. 
• for commercial events, this will be a Partner or Member based in the Bayes Centre.
• external events must have a dedicated organiser or a host present during the event.

The 'responsible person' must be present throughout the event and will ensure compliance with this policy.  Reception and servitor staff will not assume this role for any of the three event categories, unless specified in the original event booking.

Where necessary, the 'responsible person' will undertake all necessary risk assessments and submit a copy of their risk assessment in advance of the event date to bayes-events@ed.ac.uk. 

The 'responsible person' will ensure that event guests don't attempt to access any other levels beyond the ground floor and that all guests vacate the building at the end of the event.

Event organisers are responsible for any additional cleaning requirements and for any waste disposal (catering waste, glass bottles).

Any children attending an event must be always under close supervision.  The open area spaces above the ground floor present significant fall risks to children - this must be considered during any pre-event risk assessments.

Please note that we do not allow poster boards to be used in our event spaces.

Fire Stewards and First Aiders

The Bayes Centre has a group of Fire Stewards and First Aiders available throughout core operational hours (from 8.30am-5.30pm), all out-of-hours events will require their own First Aid and Fire Steward cover. The 'responsible person' will lead on any building evacuation during an alarm activation and must familiarise themselves with the Fire Action Plan for the building in advance of the event taking place.

Further information regarding Bayes Events Health & Safety can be found here:

Bayes Events - H&S (481.74 KB PDF)

Catering

All catering must be arranged by the event organiser who will order and pay for their own catering directly with the caterers. Details of caterers, that can support your needs, are given below, please contact them direct for additional information and quote. The Bayes centre will simply co-ordinate the access for the caterers and ensure set up is at the designated area. PLEASE NOTE: no food & drink is to be consumed in G03 and all catering must be set up and consumed in the atrium outside G.03.

Room Booking Enquiry